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UsingMicrosoftExcel2 Calculations PDF
UsingMicrosoftExcel2 Calculations PDF
Calculations in Excel
Although calculations are one of the main uses for spreadsheets,
Excel can do most of the hard work for you by using a formula.
When you enter a formula in to a spreadsheet cell, Excel will
calculate the answer and display the answer in that cell. There are a
few rules to remember when creating a spreadsheet formula.
1) A formula must always begin with an equal sign (they will also work with a + or – sign but an
equal sign is preferred). As soon as you begin a cell with a = Excel will know that you are
creating a formula.
2) A formula will follow the order of operations (BIMDAS). Generally if there is more than one
part to a formula the calculations will work from left to right but… Any part of the formula in
brackets will be calculated first. Indices will be next. Multiplication and division will be next.
Addition and subtraction will be calculated last.
B Brackets ()
I Indices ^
M Multiplication *
D Division /
A Addition +
S Subtraction -
3) A formula can refer to other cells in the spreadsheet using cell references.
4) If any part of the formula is referring to text, the text must be enclosed in quotation marks “ ”.
5) The cells referred to in a formula can’t include the cell the answer will be in. This will cause a
circular reference error.
Note If you learnt something in school that was similar to BIMDAS then it’s probably the same
thing using different letters to describe each part.
Tip You can make your spreadsheet show formulas instead of answers by clicking the
Formulas tab on the ribbon and then clicking the button.
Notice that the cell references in the formula have become coloured. The cells the references refer to
have a border around them that is the same colour as the reference. These coloured borders can be
moved as an easy way to edit a formula.
2) Move your mouse to the edge of the blue border around cell C1.
3) Drag the border to move it to cell B1. This will change the cell reference
in the formula.
4) Press [Esc] to cancel the changes to in the formula.
5) Close the workbook without saving the changes.
Note If you want to add together more than one group of cells, you can separate each cell range
with a comma.
E.g. =SUM(C2:C8,E2:E8,G2:G8)
This would add cells C2 to C8 and E2 to E8 and G2 to G8
6) Use the fill handle to copy the function down through to cell F16.
When a formula is copied to other cells, the cell references should change for each
cell.
7) Click in cell B15.
8) Click the arrow next to the AutoSum icon and click on Average.
9) Make sure cells B6 to E6 are selected and press [Enter] to complete the function.
10) Use the fill handle to copy the formula across to cell F15.
11) Click in cell B16.
12) Click the arrow next to the AutoSum icon and click on Max.
Notice that the function has selected all of the cells above including the average cell which we don’t
want selected.
13) While these cells are still highlighted, select cells B6 to B14 and press [Enter]. The formula in cell
B16 should be =MAX(B6:B14).
14) Use the fill handle to copy the formula across to cell F16.
15) Try completing the Lowest mark cells in row 17 yourself by using the Min function.
16) Use a Count Numbers function in cell B18 to show the number of students.
The completed table should look like the one below.
In the example above, the formula in C1 multiplies A1 by B1. When the formula is copied downward,
it changes to multiplying A2 by B2. This is because Excel is not keeping track of exact cell
references. It is only seeing the cells in the formula are the two cells to the left. When the formula is
copied down, it is still copying the two cells to the left.
Relative references are fine for most formulas but sometimes there are situations where you want a
formula to refer to a specific cell even when you copy the formula to another location. In these
situations you need to use absolute references.
1) Open the Formulas.xlsx workbook.
2) Click in cell I2 and enter 30%.
3) Click in cell H2 and enter =G2*I2.
You should get the correct answer for this cell.
4) Use the fill handle to copy this formula down to cell H8.
All of these cells will be filled with 0s. When the formula is copied down, it will still be referring to
the cell to the right of the formula, and all of the cells the formula has been copied to have nothing to
the right. We will need to edit the original formula to make sure that it keeps on referring to cell I2,
even when the formula is copied to other locations.
5) Click in cell H2 and press F2 to edit the formula.
6) Click on the part of the formula that refers to I2.
7) Press [F4].
Dollar signs will appear in the cell reference ($I$2). These dollar
signs mean that the formula will still refer to column I and row 2 even when it is copied to another
location. You can type the dollar signs yourself but the F4 shortcut will cycle between the different
kinds of references.
I2 Relative reference – row and column references will both change.
$I2 Mixed reference – Column reference stays constant, row reference will change.
I$2 Mixed reference – Row reference stays constant, column reference will change.
$I$2 Absolute reference – Row and column reference will both stay constant if the formula is
copied to another location.
8) Make sure the formula in H2 reads =G2*$I$2 and press [Enter].
9) Use the fill handle to copy the formula down to cell H8. Each formula should now be still
correctly referring to cell I2. Save and close the workbook.
Lookup Functions
Lookup functions are a bit like an IF function. They allow you to create a formula that will choose
from several different answers based on information in a table. We will use a vertical lookup
function to create a formula which checks a student’s mark and shows what their grade will be.
Lookup value The cell the function is checking, in this case the student mark.
Table array The cells the answers are coming from - our table of grade cut-offs
Column index The column in the array that the answer will come from. In our case, the
function will match the student grade with a number in the first column of the
array, then it will check the second column to find the matching grade, so the
second column is the column index.
Range lookup If the function doesn’t find an exact match in the table array, putting true in this
section will mean that it will use the closest match instead.
F9 Recalculate formulas